Task Order No. 10010e with CH2M Hill Engineers, Inc. for Meridian Ground Reservoir No. 2 Annexation Phase ConsultationTASK ORDER NO. 10010e
Under the
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
CITY OF MERIDIAN (OWNER) AND CH2M HILL Engineers, Inc. (ENGINEER)
This Task Order is made this 12th day of October, 2012 and entered into by and
between the City of Meridian, a municipal corporation organized under the laws of the
State of Idaho, hereinafter referred to as "City", and accepted by CH2M HILL Engineers,
Inc., hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant
and conditions contained in the Master Agreement (Category 1A) between the above
mentioned parties dated December 6, 2011. The Project Name for this Task Order
10010E is as follows:
CITY OF MERIDIAN
Meridian Ground Reservoir No. 2 — Annexation Phase
Consultation
PROJECT UNDERSTANDING
BACKGROUND / PROJECT OVERVIEW
The City of Meridian (City) plans to construct a new 2.0 million gallon potable water
storage reservoir and booster pump station on a parcel of City -owned land
approximately 800 feet south of East Victory Road and immediately east of South
Locust Grove Road. It is expected that the above -grade reservoir will be constructed of
welded steel.
Starting in 2010, Engineer assisted the City with the preliminary design of this project
and prepared a Preliminary Engineering Report for the Idaho Department of
Environmental Quality. Engineer was in the process of continuing the design toward a
pre -final submittal to the City, when the design phase was temporarily halted so that the
City could work with residential neighbors in the vicinity of the project parcel to mitigate
their concerns about the project. In addition to a number of public meetings held with
these concerned citizens, a second property search was then conducted by the City to
determine if a more suitable site for the reservoir and booster pump station could be
found. With this search completed and no other suitable sites found, the City is ready to
annex the property in preparation for resuming the design of the project.
Task Order 10010e
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Meridian Ground Reservoir No. 2 —Annexation Phase Consultation
CH2M Hill Engineers Inc
The annexation process will involve a submittal to the Planning and Zoning Commission
as well as the City Council. The City also plans to conduct up to 8 additional "steering
committee meetings" with the residential neighbors to gain additional insight into their
preferences and desires for helping to shape the design.
PROJECT EXECUTION APPROACH
This Task Order is intended to provide consultation services and limited drawing
production necessary to assist the City during the annexation process. It is anticipated
that this Task Order will be amended or another Task Order will be submitted once the
annexation process is complete and the City is ready to recommence with detailed
design tasks.
SCOPE OF WORK
KEY ASSUMPTIONS
1. This Scope of Work does not include detailed design services intended to progress
the project design to bidding documents. Services during construction are also not
included in this Task Order. These services will be provided under a future Task
Order or a future amendment to this Task Order.
2. Meetings attended by Engineer's staff will be held at the City Hall, or Engineer's staff
will participate in the meetings by conference call and LiveMeeting (at City's
request).
3. The design decisions made will be based on the federal, state, and local codes and
standards in effect on the date of the authorization to proceed. Any changes in these
codes may necessitate a change in scope. The design work does not include
modifying existing facilities to bring them up to current codes.
4. The drawings and documents included as deliverables in this Scope of Work will be
submitted to the City only. No submittal will be required to Idaho Department of
Environmental Quality or any other regulatory or governmental agency.
5. The City will be responsible for document reproduction services necessary for
distribution of documents at public meetings.
6. No permitting services or requirements are included or budgeted as part of services
and will be performed by the City.
7. As the discussion topics, options, and results of the Project Steering Meetings
cannot be entirely anticipated by Engineer or the City at the present time, the level of
effort for this Scope of Work has been provided in explicitly budgeted hours for key
staff. Engineer will not expend more effort on this Task Order than what has been
budgeted herein without prior authorization from the City.
8. Any cost opinions or project economic evaluations provided by Engineer will be on
the basis of experience and judgment, but because Engineer has no control over
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Meridian Ground Reservoir No. 2 —Annexation Phase Consultation
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market conditions or bidding procedures, Engineer cannot warrant that the bids,
ultimate construction cost, or project economics will not vary from these opinions.
PROJECT TASKS
The critical project phases, along with other critical support responsibilities, are divided
into the following major execution tasks:
• Task 1 — Project Initiation and Management
• Task 2 — Participation in Project Steering and City Public Meetings
• Task 3 — Preliminary Landscape and Civil Plan Drawings
Each task is described in more detail below.
Task 1 — Project Initiation and Management
Engineer will provide the resources necessary for project initiation and management
throughout this phase of the project, including:
• Scoping, contract review/execution, and project accounting setup.
• Prepare a Health & Safety Plan, if necessary, for onsite work activities and obtain
staff endorsement.
• Prepare a Quality Management Plan for work tasks and ensure adherence by Team
project staff.
• Supervise and manage design team project staff for execution of work tasks.
• Provide contract administration and oversight of project subconsultant(s).
• Project documentation and coordination.
• Monitor project progress, including work completed, work remaining, budget
expended, schedule, estimated cost of work remaining, and estimated cost at
completion. Coordinate with and provide periodic updates to the City's Project
Manager.
• Monitor project activities for potential changes, anticipate changes when possible,
and with City approval, modify project tasks, budgets, and approach.
• Prepare and submit monthly billing with a brief description of the work completed
during that billing cycle.
• Manage the quality control review of all work activities and project deliverables.
Identify senior technical staff for the various technical disciplines and oversee the
adherence to the plan during the execution of the work tasks.
Deliverables
Task Order 10010e
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Meridian Ground Reservoir No. 2 — Annexation Phase Consultation
CH2M Hill Engineers Inc
• Periodic written project design schedule updates to keep the City's Project Manager
informed as to the changes to the initial schedule outlined in this Scope.
• Monthly project invoice statements with a brief description of the work performed.
Assumptions
• Total budgeted labor hours for this task are as follows:
Team Member Budgeted Hours
Project Manager 4
Project Accountant 3
Project Assistant 2
Task 2—Participation in Proiect Steerina and Citv Public Meetinas
Engineer will attend the Project Steering Meetings to provide consultation, input, and
design guidance as residential neighbors and City engineering staff discuss various
options and proposals for the project. City staff or City's annexation consultant will lead
these meetings. In addition to attending the meetings, it is anticipated that Engineer's
project manager will spend up to two hours researching options or validating design
assumptions discussed during the meetings. Except as indicated in Task 3, no
additional design or research time is included as a part of this Scope of Work, although
Engineer can provide such services through an amendment to this Task Order.
Deliverables
• None
Meetings
• No more than eight Project Steering Meetings with duration of one hour each.
• One City Planning and Zoning Commission Meeting with duration of two hours.
• One City Council Meeting with duration of two hours.
Assumptions
• City or City's annexation consultant will lead these meetings.
• CH2M HIILL's project manager will attend each of the eight Project Steering
Meetings. Engineer will make available a project civil engineer and a project
landscape architect to attend one Project Steering Meeting each. Landscape
architect will attend meeting via teleconference only.
• Engineer's project manager will attend the Planning and Zoning Commission and
City Council Meetings.
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Meridian Ground Reservoir No. 2—Annexation Phase Consultation
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• Total budgeted labor hours for this task are as follows:
Team Member Budgeted Hours
Project Manager 14
Civil Engineer 2
Landscape Architect 2
Task 3 — Preliminary Landscaoina and Civil Plan Drawinas
Engineer will prepare a conceptual landscape plan and a preliminary site civil plan of
the project site for the City to include in the submittal package to the Planning and
Zoning Commission and the City Council. It is anticipated that these drawings will be
prepared to approximately the 35 to 50% completion stage.
The site civil plan previously produced by Engineer during the preliminary design phase
will be used as a starting point for the civil plan drawing, with updates to this plan
occurring as a result of the discussions made in the Project Steering Meetings.
The landscaping plan produced during the preliminary design phase was produced by
City staff. The City has already provided Engineer with the previously produced
landscape plan in AutoCAD format. Engineer will use this AutoCAD drawing as the
initial starting point for the conceptual landscape drawing, with updates to this plan
occurring as a result of the discussions made in the Project Steering Meetings.
Deliverables
• One site civil plan drawing, electronically delivered in PDF format.
• One landscaping plan drawing, electronically delivered in PDF format.
Meetings
• None.
Assumptions
• Only one version of each drawing will be produced for use in both the submission to
the Planning and Zoning Commission and the submission to the City Council.
Drawings will be prepared to approximately 35 to 50% design completion with
sufficient detail to locate key features on the site.
• Deliverable drawings will be prepared in Microstation using Engineer's CAD
standards.
Task Order 10010e
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Meridian Ground Reservoir No. 2 —Annexation Phase Consultation
CH2M Hill Engineers Inc
• Total budgeted labor hours for this task are as follows:
Team Member Budgeted Hours
Project Manager 4
Civil Engineer 12
Landscape Architect 12
CAD Senior 12
CAD Junior 12
FOLLOW-ON WORK
It is anticipated that detailed design work for advancing the project design to 90% and
then 100% bid documents will follow the successful annexation process and this Scope
of Work. Services for detailed final design will be performed under a separate Task
Order or as a change order to this Task Order.
As the discussion topics, options, and results of the Project Steering Meetings cannot
be entirely anticipated by Engineer or the City at the present time, the level of effort for
this Scope of Work has been provided in explicitly budgeted hours for key staff.
Engineer will not expend more effort on this Task Order than what has been budgeted
herein without prior authorization from the City.
TIME OF COMPLETION and COMPENSATION
SCHEDULE
The City of Meridian will authorize Engineer to initiate work immediately due to the fact
that a meeting schedule for the Project Steering Meetings has already been
established. The following estimated task target completion dates are based on the
assumption that Engineer will begin work on this Task Order on Friday, September 21,
2012. If the actual start date is delayed from the assumed date, the dates indicated
below will shift accordingly. Engineer is committed to performing the work described in
this Task Order in an expedient manner in an attempt to meet the performance
expectations of the City but is not responsible for schedule delays beyond our control.
The estimated target dates indicated below do not constitute a guarantee of task
completions.
Task 1 — Project Initiation and Management: September 21, 2012 to December 4,
2012 (approximately 12 weeks).
• Task 2 — Participation in Project Steering and City Public Meetings: September 21,
2012 to December 4, 2012.
Task Order 10010e
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Meridian Ground Reservoir No. 2 — Annexation Phase Consultation
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• Task 3 - Preliminary Landscaping and Civil Plan Drawings: November 15, 2012
Engineer will be compensated on an hourly basis for each task, up to but not exceeding
the amounts shown below.
Task Budget
Task 1 - Project Initiation and Management $940.00
Task 2 - Participation in Project Steering and City Public Meetings $2,680.00
Task 3 - Preliminary Landscaping and Civil Plan Drawings $6,730.00
Total $10,350.00
The Not -To -Exceed amount to complete all services listed above for this Task Order
No. 10010e is ten thousand three hundred fifty dollars ($10,350.00). No compensation
will be paid over the Not -to -Exceed amount without prior written approval by the City in
the form of a Change Order. The hourly rates for services and direct expenses are per
the Master Agreement (by this reference made a part hereof) and will be the basis for
any additions and/or deletions in services rendered. Travel and meals are excluded
from this Task Order unless explicitly listed in the Scope of Services AND Payment
Schedule.
CITY OF MERIDIAN
BY:
KEITH TT Purchasing Manager
Dated: �� Z
City ProjectManagerMaanager
Task Order 10010e
CH2M HILL"1=ngj el , Inc.
BY: -
Dated:
1()- 12- Z01 Z
i
Depart e t Approval
BY:
WA N STEWAR , E ineering Manager
Dated: —Y� )1' ?-
Meridian Ground Reservoir No 2 — Annexation Phase Consultation
CH2M Hill Engineers Inc
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